Greece Marching Band
Blue Knights
Finance Packet 2012
Introduction
How is the GMB funded?

As an extracurricular program, the Greece Marching Band is funded by the Greece Central School District.

These funds cover the costs of instruction, equipment storage, transportation and field competition. Previous
funding was set at $8,000 for instruction and $20,000 for other costs.

Any other financial and support needs are provided by activities of the Greece Marching Band Booster
organization; which is independent, incorporated and 501c3 certified.
What is the current status of program funding?

In 2011, the marching band program was reduced by 50% of previous funding levels

This funding provides $8,000 for instruction and $6,000 for other costs for a total of $14,00 in district funds.

All other costs must be covered by booster activities in addition to normal booster support activities.

The 2012 budget proposal maintains the 2011 funding level.
What does this mean for the program and its members?

The boosters must fill the gap in funding to ensure a functional program.

A budget and financial commitment were created to keep out of pocket expenses as low as possible.

The priority was also to uphold standards of program quality, community outreach and competitive success.
What is the 2012 GMB Financial Plan?

Included in this packet:
o
Financial Commitment Procedures
o
2012 District Funding Budget
o
2012 Booster Budget/Commitment Calculation
o
Individual Member Account Record
Financial Commitment Procedures
Financial Commitment:

The Financial Commitment funds the budget to provide a functional competitive field program.

The Financial Commitment is MANDATORY and is equal for all members.

Fundraising activities are designed to reduce out of pocket expense.

Failure to complete the financial commitment can result in suspension of participation.

Any balance remaining after fundraising activities is payable by the member BEFORE the deadline.

The financial commitment deadline for 2012 is September 29th.
How the Commitment is Calculated

The booster board works with the director to estimate the season costs

The costs are then reduced by what the district provides and any donations that are known

The final costs are divided evenly among the membership
The Commitment can be adjusted

The commitment is based on average membership.

If we recruit more members, the commitment goes down. If less, it goes up.

Should costs rise outside the budget (like fuel, transportation, etc.) it can cause the commitment to rise.

The GMB Boosters are committed to keeping the commitment below $400 per member per season.
Commitment Contribution:

The Commitment Contribution is the first payment that goes against the overall financial commitment.

The amount is $100 and is due by the Commitment Contribution Deadline.

If a member joins in spring, they use the spring deadline. If they join in summer, the summer deadline.

The contribution is paid once and is the same for all members regardless of when they participate.

This fee provided funds for early season expenses and serves as a sign of commitment for the season.

Members will be given an opportunity to fundraise this amount to avoid paying out of pocket.

The 2012 Commitment Fee Deadlines: Spring: April 26th, Summer: July 26th.
Fundraising Accounts:

Fundraising Accounts will be tracked separately for each member

PROFIT DOLLARS ONLY count towards the fundraising commitment.

Profit amounts for each fundraising item will be communicated in advance

There is no discount for multiple children in the group.
Submitting Funds:

All funds submitted must be given to a booster member, NOT a staff member

All funds submitted must:
o
Be in a sealed envelope
o
Be labeled with the member name, dollar amount, and purpose of funds (candy sale, popcorn, etc.)

Receipts will be given for all funds submitted.

Members should track all of this information in their Member Account Record.

This provides an additional set of records in cases where balance questions may arise.
Account Records

It is the responsibility of each member to track their fundraising progress in their GMB ACCOUNT RECORD

This allows for member responsibility and a double check on all financial information

A GMB Account Record is included in this packet
Reporting

The GMB Boosters will provide THREE reports for each member during the season.

The 2012 report dates: May 24, July 26, August 30th

There will be a “Last Call” report for those with significant balances on September 20th
Group Fundraisers

All group fundraisers are mandatory
o
This provides for the greatest possible fundraising potential
o
This provides for the community/team building component of the activity

Group fundraisers will have a Sign In Sheet: Those who do not participate do not get financial credit.

The total amount raised, divided by number of participants, will go into participant accounts.
Overages

Fundraising Overages can be applied to these items:

Shoe purchase

Commitment Contribution

Winter Guard Commitment

Assist another GMB member

Apparel purchase (if the amount covers the entire item cost)

GMB Donation
Overages can be applied ONLY IF THE FUNDS ARE AVAILABLE. There are NO REFUNDS.
Donations/Sponsorships

The GMB is active in seeking donations and sponsorships from local businesses and community groups.

Seeking donations or sponsorships by members is encouraged. For support or assistance, see the booster board.

Donations help attain large purchases (uniforms, equipment) without having to pass that cost on to the members.
Recruitment Incentive

Members can earn a $20 credit against their commitment by bringing in a new member.

They must be able to prove that the member joined due to their efforts.

Multiple members who help bring in a new member will split the credit.

Members can receive the credit up to the financial commitment, but not over.

Remember: the financial commitment is calculate by dividing the costs by the number of members.

MORE MEMBERS LEADS TO LOWER INDIVIDUAL FINANCIAL COMMITMENTS.
Final Deadline

Accounts must be settled IN FULL by SEPT 29 or SHOW PARTICIPATION WILL BE SUSPENDED

For proper management and accountability THERE ARE NO EXCEPTIONS
Fund Reserves

Through solid budgeting and management our group has been able to generate fund reserves

How did we do this?

o
Budgeting effectively and working to bring in costs under budget
o
Gaining more donations and sponsorships than anticipated
o
Remaining committed to our process and our rules
It is the policy of the GMB that fund reserves provide for the maintenance and development of the Greece
Marching Band program by allocating these funds to:
1. Ensure the existence of the program in lieu of district budget shortfalls.
2. Keep the individual commitment under $400 per member per season
3. Supplement larger program purchases (uniforms, costumes, props, instruments, equipment)
4. Supplement special program activities (trips, national competitions)

Allocations of the funds in reserve are the discretion of the Booster Board.

Allocations of the funds in reserve will be communicated and discuss with the general membership.
GMB 2012 District Budget
Fund Sources
Stipends
Supplies
Account
Vendor
Instruction
Staff Budget
Staff Budget
Staff Budget
Staff Budget
Staff Budget
Purpose
2012
$ 8,000.00
$ 6,000.00
$ 14,000.00
Proposal
Proposal
Notes
from Stipend Account
Robert Schreib
Mathew Jaeger
Heather Taylor
JoAnne Taylor-Netzband
Tyrell Carver
Logistics
Supplies
Supplies
Supplies
Supplies
Supplies
Supplies
*subject to passage of District Budget *
Purpose
2011
Instructional Staff Salaries
$ 8,000.00
Supplies, Blanket PO's
$ 6,000.00
$ 14,000.00
Director
Music Instruction
Music Instruction
Color Guard Instruction
Drumline Instruction
Total Instruction Costs
$ 3,500.00
$ 1,125.00
$ 1,125.00
$ 1,125.00
$ 1,125.00
$ 8,000.00
$ 3,500.00
$ 1,125.00
$ 1,125.00
$ 1,125.00
$ 1,125.00
$ 8,000.00
GTA CONTRACT POSITION
REDUCED
REDUCED
REDUCED
REDUCED
$
$
$ 2,664.00
$ 3,336.00
$
$
$ 6,000.00
$
$
$ 2,664.00
$ 3,336.00
$ $ $ 6,000.00
NO FUNDING-COST TO BOOSTERS
NO FUNDING-COST TO BOOSTERS
* Assuming no price increase
* Assuming no price increase
NO FUNDING-COST TO BOOSTERS
NO FUNDING-COST TO BOOSTERS
from Supplies Account
Penske Leasing
Gas
GCSD Transportation
Averdi
United Rentals
Gas
Equipment Truck Rental
Gas for equipment truck
Buses
Storage Trailer Rental
Lights
Gas for lights
Total Logistics Costs
Competitive Show Costs
from Supplies Account
Supplies
Supplies
Supplies
Supplies
Supplies
Supplies
Supplies
Supplies
Supplies
Supplies
Supplies
Supplies
Music Arrangements
Percussion Arrangments
Drill Design
Colorguard Design
Stock music
Copyrights
Competition Dues
Band Uniforms: Bibbers, etc.
Flags/Equipment
Drum/music items
Prop Materials
Show Costumes: Scarves
Total Competitive Show Costs
None
Matt Nordhausen
Robert Schreib
Joan Taylor-Netzband
Online Vendors
Required Vendor
NYSFBC
Bandshoppe
Bandshoppe
Cadence
Home Depot
Unknown
Total Budget Costs
Remaining in budget
NO FUNDING-COST TO BOOSTERS
NO FUNDING-COST TO BOOSTERS
NO FUNDING-COST TO BOOSTERS
NO FUNDING-COST TO BOOSTERS
NO FUNDING-COST TO BOOSTERS
NO FUNDING-COST TO BOOSTERS
NO FUNDING-COST TO BOOSTERS
NO FUNDING-COST TO BOOSTERS
NO FUNDING-COST TO BOOSTERS
NO FUNDING-COST TO BOOSTERS
NO FUNDING-COST TO BOOSTERS
NO FUNDING-COST TO BOOSTERS
$
$
$ 14,000.00
$
$ 14,000.00
$ -
GMB 2012 Booster Budget/Financial Commitment
GMB Booster Organization Costs
501c3 Related
Program Support Items
Social Activities (Fun Nights, Etc.)
Health and Safety Supplies
Uniform Maintenance/Tour Shirts
Operational Items
Banquet (Members Only Cost)
Competitive Show Costs
Syracuse Trip
Liverpool Facility Fee
Props
Equipment
Transportation
Instruments and Music
Instruction
Total Budget
$
$
225
225
$
$
$
$
$
$
200
200
1,300
1,156
3,406
6,262
$
$
$
$
$
$
$
$
300
1,800
2,900
2,700
2,800
4,088
14,588
$
21,075
Less: Contributions to Date
Parade Income
Rotary (not yet confirmed)
Kiwanis (not yet confirmed)
Wegmans (not yet confirmed)
Total Contributions by donation/sponsor
Total Fundraising Commitment
$
$
$
$
$
1,050
1,050
$
20,025
Membership Average
2005
2006
2007
2008
2009
2010
2011
42
48
53
62
61
58
63
55
Estimated 2012 Membership
55
Average Membership
Financial Commitment per member
$
365
This budget includes:

Fully funded banquet at the Italian American Club: Last year, we had a group of parents work very hard
to create an alternative banquet at a significant cost savings. We were not able to guarantee that this
would occur again this year, so we budgeted to the default option.

Purchase of tubas: We use two brass tubas that are borrowed from the Webster marching band. They
have informed us that they are selling the horns to raise funds and have given us first opportunity to
purchase them as a significantly discounted price.

Purchase of financial software: As our program has evolved, the budget and financial reporting has
become increasingly complex. To assist both the current Booster Board and those who will follow in the
future, we intend to purchase financial software that can be upgraded over time. This will allow us to
standardize our financial processes so that those who follow will be able to replicate our current level of
efficiency and success.
This budget does NOT include

Funds for an overnight trip to Syracuse for the NYSFBC Championships

Cost increases for Transportation (no word from district on this cost yet)

Cost increases for Fuel

Cost increase for Rentals
Options for consideration

Committee to plan lower cost banquet options: if there are volunteers willing and available.

Committee to reinstate the Syracuse trip: an option for the group to consider.

Uniform replacement: current fund reserves make this a viable option.
Budget Adjustments

This budget is an estimate of costs based on the current plans for the season.

Unforeseen or uncontrollable costs may cause this budget to be adjusted.

An adjustment to the budget may cause a change in the financial commitment.

In these cases, the board may use fund reserves to maintain the current commitment.

In ALL cases, the information and options will be discussed with the General Membership.
GMB 2012 Financial Calendar
* This is a tentative calendar. More activities will be added.
Date
April 3,2012
Item/Activity
Financial Commitment
April 26
Commitment Contribution-Spring
April 29
Applebees Pancake Breakfast
Candy
Popcorn
Suckers
May 24
Account Report #1
June
Bottle & Can Drive
July 26
Account Report #2
July 26
Commitment Contribution-Summer
Ziti Dinner
Golf Tournament
August 30
Account Report #3
Sept-Oct
Popcorn/Candy
Lottery
September 20
“LAST CALL” Report
September 29
Final Account Payment
$ 365.00
GMB 2012: Individual Member Account Record
Member Name:
Date
Activity
(name the fundraiser)
2011
Financial Commitment
Deposit
Balance
(funds turned in)
(subtract from commitment)
$
365
00